Scan Optics Ltd

easy.forward™ - Data Capture and Machine Learning Document Processing Service

Scan Optics easy.forward™ service provide UK government agencies with the right intelligent data management solution for digital transformation, where cloud services can be utilised to release further efficiencies. Using multi channel scanner support and robotic modules for recognition, classification, indexing, validation, extraction and export of data from documents.

Features

  • Capture data from multiple channels (scanner, fax, digital)
  • Departmental processing (automated exceptions handling)
  • Key From Image (KFI) - multiple image correction
  • Built in OCR and ICR recognition engines
  • Multiple Data Outputs (MessageQ, ftp, sftp SOAP),
  • Support for multiple scanner interfaces (ISIS & Twain) etc
  • OpenText Captiva Document Capture Solutions Support
  • A2ia cheque processing software support
  • Reporting & Auditing - Real-time workflow dashboard (including Crystal Reports)
  • Agile project management methodology

Benefits

  • Technical and graphical application design
  • Multi vendor software support Opentext (Solutions), A2ia, Softek (Barcode)
  • Change management - full system and software release scheduling
  • Cross training and knowledge transfer
  • High accuracy on recognition rates
  • service delivery options: extraction service delivers data in required formats
  • Open development environment (.net, C#, Java, PHP)
  • System maintenance (admin, update, vulnerability patching, audit)
  • Security cleared personnel
  • Online support and help desk

Pricing

£0.04 per transaction

  • Education pricing available
  • Free trial available

Service documents

Framework

G-Cloud 11

Service ID

6 2 3 3 0 0 2 7 8 7 9 6 5 3 9

Contact

Scan Optics Ltd

Peter Roper

+44 20 3137 2189

proper@scanoptics.co.uk

Service scope

Service scope
Software add-on or extension Yes, but can also be used as a standalone service
What software services is the service an extension to Opentext Captiva Suite, Documentum, Alfresco, A2ia Cheque Processing, Crystal Reports, MS MessageQ, and other multi vendor software support.
Cloud deployment model Private cloud
Service constraints Scan Optics do not support legacy browsers pre IE 8
Support options do not include public holidays
System requirements Web browser and internet connection

User support

User support
Email or online ticketing support Email or online ticketing
Support response times Service available based on following schedule:
Tele Support helpdesk: 09:00 till 17:00 Monday to Friday Response time within 1 hour
Online ticketing services: 24 hours per day, 365 days a year where our customers can access support to create, update and view incidents 24/7
Extensions to the service offering can be negotiated.
User can manage status and priority of support tickets Yes
Online ticketing support accessibility WCAG 2.1 AA or EN 301 549
Phone support Yes
Phone support availability 9 to 5 (UK time), Monday to Friday
Web chat support No
Onsite support Yes, at extra cost
Support levels First-line support: Basic level user and technical support. Also used to gather information and analyse a problem.

Second-line support: In depth technical support used to troubleshoot and solve problems.

Third-line support: Expert support for complex issues. Also used to support first and second line support.

All levels of support are provided through payment of the standard support and maintenance charge.

A technical Account Manager is provided.
Support available to third parties Yes

Onboarding and offboarding

Onboarding and offboarding
Getting started Scan Optics provide both onsite and online training as part of our service offering. All user and system documentation is provided digitally and paper copies can be provided on request. Training is tailored for the various users - user, super user and administrator. A train the trainer option is also available when required.
Service documentation Yes
Documentation formats
  • HTML
  • ODF
  • PDF
  • Other
Other documentation formats Microsoft Word
End-of-contract data extraction The service doesn't need to retain data, although it can if the end user desires. Normally we process the images and extract and verify the required data according the business requirements. This data (raw image file and extracted verified content) is provided to the end user in whatever form they require (PDF, jpeg, bitmap, jpeg, or a compressed file format used for upload to another database etc). If the end user would like for us to host the data, we offer this service as well. Data extraction at the end of service would be simply copying the files to a location of their choice.
End-of-contract process Scan Optics will return the client Data within a reasonable period in a standard and common format upon receiving written instructions from the customer prior to termination or expiration, at no additional cost.. If the end user would like for us to host the data, we offer this service subject to a new agreement.

Using the service

Using the service
Web browser interface Yes
Supported browsers
  • Internet Explorer 8
  • Internet Explorer 9
  • Internet Explorer 10
  • Internet Explorer 11
  • Microsoft Edge
  • Firefox
  • Chrome
  • Safari 9+
Application to install Yes
Compatible operating systems Windows
Designed for use on mobile devices Yes
Differences between the mobile and desktop service Desktop service includes access to all features of the service, while the Mobile service provides a sub set of the desktop service features. Mobile service includes the following features Scanning and Dashboard reporting.
Service interface Yes
Description of service interface The service includes 2 service interfaces. Interface 1 comprises a workflow screen with drill down ability down to document level. Interface 2 comprises of a Dynamic Dashboard (Real Time) which graphically displays the lifecycle status of documents as it progresses through our various processing modules
Accessibility standards WCAG 2.1 AA or EN 301 549
Accessibility testing Scan Optics at this time have undergone initial interface testing for users of assistive technology, however testing with assistive technology is part of our development roadmap and expect to release this assisted service in future software releases.
API Yes
What users can and can't do using the API API access is available to create new instances of batches or documents and limited reporting functions.
API documentation Yes
API documentation formats HTML
API sandbox or test environment Yes
Customisation available Yes
Description of customisation Authorised users have access to specific design modules to enable the creation of new form types and data capture fields. Enabling the creation/edit of forms within an intuitive GUI (Graphical User Interface). Logos, colour schemes and dashboard reporting are also able to be edited .

Scaling

Scaling
Independence of resources The service has been extensively stress tested in test and production environments for a number of years. The service is designed for scalability, which allows the service to be tailored specifically for the customers system configuration.

Analytics

Analytics
Service usage metrics Yes
Metrics types We track over 250 points in the processing of data. This includes time-stamps for each stage of the process. These metrics are displayed via the dashboard which is accessible through a browser.

The dashboard display is fully customisable, a streamlined list of information is shown by default. The display is fully customisable (at no charge). Similarly, regular and ad-hoc reports can be set up at no charge.

Information can also be queried via the API.
Reporting types
  • API access
  • Real-time dashboards
  • Regular reports
  • Reports on request

Resellers

Resellers
Supplier type Not a reseller

Staff security

Staff security
Staff security clearance Conforms to BS7858:2012
Government security clearance Up to Developed Vetting (DV)

Asset protection

Asset protection
Knowledge of data storage and processing locations Yes
Data storage and processing locations
  • United Kingdom
  • European Economic Area (EEA)
  • EU-US Privacy Shield agreement locations
User control over data storage and processing locations Yes
Datacentre security standards Complies with a recognised standard (for example CSA CCM version 3.0)
Penetration testing frequency At least every 6 months
Penetration testing approach Another external penetration testing organisation
Protecting data at rest
  • Physical access control, complying with CSA CCM v3.0
  • Physical access control, complying with SSAE-16 / ISAE 3402
  • Physical access control, complying with another standard
  • Encryption of all physical media
  • Scale, obfuscating techniques, or data storage sharding
Data sanitisation process Yes
Data sanitisation type
  • Explicit overwriting of storage before reallocation
  • Deleted data can’t be directly accessed
Equipment disposal approach Complying with a recognised standard, for example CSA CCM v.30, CAS (Sanitisation) or ISO/IEC 27001

Data importing and exporting

Data importing and exporting
Data export approach The service includes both import and export modules which enable data import and export of multiple data formats
Data export formats
  • CSV
  • ODF
  • Other
Other data export formats
  • XML
  • JSON
  • PDF
  • RDF
  • HTML
  • Sharepoint
  • JPEG
  • TIFF
  • DOCX
  • EXCEL
Data import formats
  • CSV
  • ODF
  • Other
Other data import formats
  • XML
  • JSON
  • PDF
  • RDF
  • HTML
  • Sharepoint
  • JPEG
  • TIFF
  • DOC
  • EXCEL

Data-in-transit protection

Data-in-transit protection
Data protection between buyer and supplier networks
  • Private network or public sector network
  • TLS (version 1.2 or above)
  • IPsec or TLS VPN gateway
  • Bonded fibre optic connections
  • Legacy SSL and TLS (under version 1.2)
Data protection within supplier network
  • TLS (version 1.2 or above)
  • IPsec or TLS VPN gateway
  • Legacy SSL and TLS (under version 1.2)

Availability and resilience

Availability and resilience
Guaranteed availability Explicit Service Level Agreements form part of the contract for service. SLAs vary from contract to contract and are agreed-upon in advance, as the SLA requirements are tailored specifically to customer needs.

We offer a range of processing times from 2-hours through 72-hours. Tracking our performance and meeting SLAs is performed via the real-time dashboard.

Agreed Service credits are applied at the end of contracted billing cycle.
Approach to resilience This information is available upon request.
Outage reporting The private real-time dashboard, accessed via browser shows any outage as well as current information regarding processing. E-mail alerts and API notification are also supported.

Identity and authentication

Identity and authentication
User authentication needed Yes
User authentication
  • Identity federation with existing provider (for example Google Apps)
  • Limited access network (for example PSN)
  • Dedicated link (for example VPN)
  • Username or password
Access restrictions in management interfaces and support channels Microsoft Active Directory and group policies are used to restrict access to management interfaces.
Access restriction testing frequency At least every 6 months
Management access authentication
  • Identity federation with existing provider (for example Google Apps)
  • Limited access network (for example PSN)
  • Dedicated link (for example VPN)
  • Username or password

Audit information for users

Audit information for users
Access to user activity audit information Users have access to real-time audit information
How long user audit data is stored for User-defined
Access to supplier activity audit information Users have access to real-time audit information
How long supplier audit data is stored for User-defined
How long system logs are stored for User-defined

Standards and certifications

Standards and certifications
ISO/IEC 27001 certification Yes
Who accredited the ISO/IEC 27001 CQS (Certified Quality Systems) Ltd - IAB registered firm
ISO/IEC 27001 accreditation date 30/09/2015
What the ISO/IEC 27001 doesn’t cover Staff screening. Covered elsewhere up to SC.
ISO 28000:2007 certification No
CSA STAR certification No
PCI certification No
Other security certifications Yes
Any other security certifications ISO 9001:2015

Security governance

Security governance
Named board-level person responsible for service security Yes
Security governance certified Yes
Security governance standards ISO/IEC 27001
Information security policies and processes The following information security policies and processes are adhered to under ISO27001:2013 (Information Security Management System) and cross referencing with ISO9001:2015 (Quality Management System)

Data Protection, IT Security, Risk Assessment, Incident Reporting, Performance, Improvement, Operational procedure.

Policies and processes are monitored and reported upon by using a combination of frequent internal \ external audits and management review meetings.

Operational security

Operational security
Configuration and change management standard Conforms to a recognised standard, for example CSA CCM v3.0 or SSAE-16 / ISAE 3402
Configuration and change management approach Configuration and change management processes are controlled and tracked using Jira project management tools. Using Agile methodology to create a framework for monitoring the components.
Vulnerability management type Conforms to a recognised standard, for example CSA CCM v3.0 or SSAE-16 / ISAE 3402
Vulnerability management approach Under ISO27001:2013 security risks and vulnerabilities are covered with associated processes and responsibilities.
Our IT Manager is responsible for regularly monitoring for software vulnerabilities on devices connected to our services.
Typical process - Preparation, Vulnerability scan, Define remediating actions, Implement remediating actions and Rescan.
Information regarding potential threats would come from our suppliers of security software.
Protective monitoring type Conforms to a recognised standard, for example CSA CCM v3.0 or SSAE-16 / ISAE 3402
Protective monitoring approach We monitor all systems used in the delivery of the easy.forward™ service including the network connections between machines and the web. We employ Intrusion Detection Systems (IDS). All traffic employs end-to-end encryption, and the traffic is monitored for unusual network traffic. Audit logs are analysed daily. We have a policy of incident management review used to continually improve our monitoring capability used in conjunction with our ISO27001:2013 controls.
Incident management type Conforms to a recognised standard, for example, CSA CCM v3.0 or ISO/IEC 27035:2011 or SSAE-16 / ISAE 3402
Incident management approach Common incident processes are pre-defined in our Quality Management Systems (ISO9001:2015 / ISO27001:2013). User reported incidents are recorded through a Cloud based incident/help desk portal, which can handle various input streams of voice/e-mail etc. Reports and statistics are generated from the portal dashboard, describing the status and history of the incidents recorded. The reports are provided in both table and visual formats. All incidents are prioritised due to type \severity\SLA within the portal.

Secure development

Secure development
Approach to secure software development best practice Independent review of processes (for example CESG CPA Build Standard, ISO/IEC 27034, ISO/IEC 27001 or CSA CCM v3.0)

Public sector networks

Public sector networks
Connection to public sector networks Yes
Connected networks Public Services Network (PSN)

Pricing

Pricing
Price £0.04 per transaction
Discount for educational organisations Yes
Free trial available Yes
Description of free trial Provided via a hosted service to enable the customer to evaluate the Easy.Forward product. Providing:
1) Sample document(s),
2) A subset of the information that is required for extraction
3) How the information should be exported.

The customer can evaluate and test for one month/ 500 documents, whichever comes first

Service documents

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